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Exercise: From idea to project proposal

A guided exercise: capture an idea from a template, turn it into a project proposal, and have it reviewed and approved – the QM lifecycle to try out for yourself.

Prerequisites

  • Access to file management (see File management)
  • A second person as reviewer (or a second test account)

In this exercise you walk the QM path yourself: an idea becomes a project proposal that is reviewed and approved. This lets you experience how teamspace helps you create documents and how a document matures from stage to stage. Allow around 20 minutes. For the approval you need a second person (or a second test account).

ℹ Note. Set up the exercise in a test directory. The UI labels for the templates and the review workflow may differ from one installation to another.

Step 1 – Create the exercise directory

  1. Open Knowledge → the File manager tile.
  2. In the Actions sidebar, click Create subdirectory.
  3. Enter a-QM-Uebung as the name and Save.
  4. Open the directory.

→ In detail: Working in the file manager

Step 2 – Capture an idea

  1. In the Actions sidebar, choose New document.
  2. Select the Idea template (see QM document templates at a glance).
  3. Enter a short idea (e.g. “New onboarding handbook”) and save.

ℹ Info. If no template appears, none has been stored yet in the System/Templates directory – ask your administrator (see Set up document management).

Step 3 – Turn the idea into a project proposal

  1. New document → choose the Proposal template.
  2. Take over the content of the idea and make it concrete: goal, rough effort, expected benefit.
  3. Save. You have turned the concept into a formal proposal – without starting from a blank page.

→ Background: Understanding document management: from concept to approved document

Step 4 – Have the proposal reviewed and approved

  1. Click the Details icon of the proposal and switch to the Versions tab.
  2. Submit the proposal for review, choosing the second person as reviewer (not yourself), with review type Validation.
  3. Using the second account, open the notification and grant the approval.
  4. Back in the first account: the automatic notification about the approval should arrive.

→ In detail: Have a document reviewed and approved

Step 5 – Test finding it again

  1. Assign the proposal a file class (e.g. “Proposal”) and a keyword.
  2. Use the search to find the proposal again by name or keyword.

→ In detail: Structure and find documents

Done

You have run through a QM lifecycle: idea → proposal → approval – and then found the result again afterwards. This is exactly how good documents are created in teamspace, quickly and traceably. Tidy up the exercise directory again afterwards.